Offer Letters and Effective Dates
All offer letters for OEP appointments must indicate that employment is conditional upon final approval from the chancellor. To ensure legal and policy compliance, hiring departments must use the campus OEP Offer Letter Template. If a completed academic degree is a minimum requirement for the position, a transcript or diploma copy must be included with the offer letter or be a part of the candidate's application materials in Jobs at CU. You need Microsoft Word to read this document.
The offer letter should be signed by the appointee, hiring authority, the hiring authority’s supervisor or the dean (for Academic Affairs departments), and the VC for Research (for grant funded appointments) prior to the appointment effective date. All OEP offer letters are routed through ES for inclusion on the chancellor’s monthly delegation report of personnel actions. Draft letters are emailed for review to HR-OFFER@colorado.edu. Signed offer letters are uploaded as part of the Hiring Proposal process in Jobs at CU. Once the delegation report has been signed by the chancellor, the final approval information will be forwarded by ES to the division budget officers for inclusion on their respective merit rosters and to division or dean’s liaisons upon request.
The appointment effective date on the offer letter can be any date during the month of the chancellor’s delegation report (i.e., for the report signed by the chancellor on December 1, hires with a start date of November 1 or later are acceptable) provided that the fully signed offer letter is received by ES on or before the 21st of that month for inclusion on the delegation report. Appointments starting earlier than the month of the delegation report (retroactive dates) require advanced approval from ES. Retroactive dates for officer appointments require advanced approval from the chancellor. In the rare event that an appointment begins prior to the chancellor’s approval and then is rejected by the chancellor, the appointment will be terminated with payment made for work already completed. Appointments at the start of each regular semester will be timely if included on the reports with effective dates of October 1 and March 1.